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More About This Title SharePoint Server 2010 Enterprise Content Management
English
SharePoint experts focus on SharePoint 2010 as a platform for Enterprise Content Management
SharePoint allows all users in an organization to manage and share their content reliably and securely. If you're interested in building Web sites using the new capabilities of enterprise content management (ECM) in SharePoint 2010, then this book is for you. You'll discover how SharePoint 2010 spans rich document management, records management, business process management and web content management in a seamless way to manage and share content.
The team of SharePoint experts discusses the ECM capabilities included in SharePoint Server 2010 that will assist with your workflow and content management. They cover Web content management (WCM) features and discuss accessibility and extensibility as well as scale and compliance.
Shows how to use the capabilities of enterprise content management (ECM) to build Web sitesCovers SharePoint 2010 ECM features and WCM (Web Content Management) featuresReviews workflow and content management, mater pages and layouts, scale and compliance, and accessibility and extensibilityFeatures real-world examples and code samples to help with your learning processPacked with code examples and real-world scenarios, this comprehensive book provides you with the information you need to get started using ECM with SharePoint 2010 today.
English
Todd Kitta is currently employed at KnowledgeLake, Inc., a SharePoint ISV specializing in document imaging and Enterprise Content Management on the Microsoft SharePoint platform.
Brett Grego is the Director of Engineering at KnowledgeLake, Inc.
Chris Caplinger is the CTO as well as one of the founders of KnowledgeLake, Inc.
Russ Houberg is a SharePoint Microsoft Certified Master and a senior architect at KnowledgeLake, Inc.
English
PART I: INTRODUCTION TO ENTERPRISE CONTENT MANAGEMENT
CHAPTER 1: WHAT IS ENTERPRISE CONTENT MANAGEMENT? 3
Introduction to ECM 4
A Historical Perspective 4
Document Imaging 4
Electronic Documents 6
COLD/Enterprise Report Management 6
Business Process Management/Workfl ow 6
ECM Components 7
Capture 7
Paper 7
Office Documents 8
E-mail 8
Reports 9
Electronic Forms 9
Other Sources 9
Store and Preserve 9
Software 10
Hardware and Media Technologies 10
Cloud 11
Management Components 12
Document Management 12
Web Content Management 12
Business Process Management and Workflow 12
Records Management 12
Collaboration 13
Delivery 13
Search 13
Viewing 14
Transformation 14
Security 16
Summary 16
CHAPTER 2: THE SHAREPOINT 2010 PLATFORM 17
A Brief History of SharePoint 18
SharePoint 2010 18
Capability Categories 19
Sites 19
Composites 19
Insights 20
Communities 20
Content 21
Search 21
SharePoint Concepts 21
Architecture 23
Development Concepts 26
ECM in SharePoint 2010 27
Managed Metadata 27
Ratings 28
The Content Type Hub 28
Search 28
Workfl ow 28
Document Sets 28
Document IDs 29
Content Organizer 29
Records Management 29
Digital Asset Management 29
Web Content Management 29
Summary 30
PART II: PILLARS OF SHAREPOINT ECM
CHAPTER 3: DOCUMENT MANAGEMENT 33
What Is Document Management? 34
Microsoft SharePoint As a Document Management System 35
Document Taxonomy 35
Document Libraries 36
The Document Library Programming Model 36
Columns 39
The Column Programming Model 41
Content Types 44
The Content Type Programming Model 45
Managed Metadata 47
Administering Managed Metadata 48
Creating a Global Term Set 49
Using a Term Set in a Column 50
The Managed Metadata Programming Model 50
The Managed Metadata Service 55
Content Type Syndication 56
The Content Type Syndication Programming Model 57
Management of Managed Metadata Service Applications 58
Location-Based Metadata Defaults 60
Confi guring Location-Based Metadata Defaults 60
The Location-Based Metadata Defaults Programming Model 61
Metadata Navigation 62
Confi guring Metadata Navigation 63
Using Metadata Navigation 63
The Managed Metadata Navigation Programming Model 65
The Document ID Service 66
The Document ID Programming Model 68
Document Sets 69
Implementing Document Sets 69
Creating Custom Document Sets 70
Using Document Sets 70
The Document Set Programming Model 71
Document Control 73
Security 73
Managing Users and Groups 76
The Security Programming Model 76
Check-In/Check-Out 79
How to Check Out a Document 79
Programmatically Checking Out a Document 79
Versioning 81
How to Confi gure Versioning 81
Version History 81
Programmatically Interacting with Version History 82
The Audit Trail 83
The Content Organizer 84
Summary 85
CHAPTER 4: WORKFLOW 87
Workfl ow and ECM 87
Windows Workfl ow Foundation 88
WF Concepts 88
Activities 88
Workfl ow Modes 90
Persistence 90
The Role of Workflow in SharePoint 91
Workfl ow Scopes 92
Item 92
Site 93
Workfl ow Phases 93
Association 93
Initiation 93
Execution 93
Authoring and Workflow Types 94
Out-of-the-Box Workflows 94
The Approval Workflow 95
Declarative Workflows 99
Visio 99
SharePoint Designer Workflows 105
Visual Studio Workflows 114
Improvements 115
Creating a Workflow in Visual Studio: An Exercise 116
InfoPath 125
Out-of-the-Box Workflows 125
SharePoint Designer Workflows 125
Visual Studio 126
Pluggable Workflow Services 126
Why You Need Workflow Services 126
Authoring Custom Workflow Services 127
Workflow Event Receivers 130
Summary 131
CHAPTER 5: COLLABORATION 133
ECM and Collaboration 134
SharePoint Is Collaboration 134
Social Tagging 134
Tags 135
How to Create Tags 135
Tag Cloud 137
Notes 137
How to Create Notes 138
Ratings 139
Enabling Ratings for a Document Library or List 140
How to Rate an Item 140
Bookmarklets 141
Registering the Tags and Notes Bookmarklet 142
Creating Tags and Notes Using Bookmarklets 143
Privacy and Security Concerns 143
Tagging Programming Model 144
Working with Tags Programmatically 145
Working with Notes Programmatically 147
Working with Ratings Programmatically 149
My Sites 151
My Profi le 151
My Content 153
My Newsfeed 153
My Sites Architecture 154
Configuring My Sites 154
Configuring My Site Settings in the User Profile Service Application 156
Enabling the Activity Feed Timer Job 157
User Profiles 157
User Profile Policies 158
User Profile Programming Model 159
Working with a User Profile Programmatically 160
User Profile Service Application 165
People 166
Organizations 166
My Site Settings 167
Synchronization 168
Enterprise Wikis 168
Blogs 169
Microsoft Office Integration 170
SharePoint Workspace 170
Outlook Integration 171
Summary 172
CHAPTER 6: SEARCH 173
Introduction 173
Retrieval: The Key to User Adoption 174
The Corpus Profile 176
What Types of Documents Will Be Crawled? 176
Is an IFilter Available for Full-text Crawling All Document Types? 176
How Many of Each Document Type Will Be Crawled? 177
What Is the Average File Size By Document Type? 177
How Often Are Existing Documents Changed? 177
How Much New Content Will Be Added During a Specific Period of Time? 178
Impact of the Corpus Profile 178
Search Solutions 178
SharePoint Server 2010 Enterprise Search 180
Topology Components 180
Confi guration Components 184
The Search Center 189
Calling the Search API 203
FAST Search for SharePoint 2010 203
Functional Overview 203
Index and Query Processing Path 205
Search Architectures for SharePoint ECM 206
Sample Architectures 207
3-Million-Item Corpus 208
10-Million-Item Corpus 208
40-Million-Item Corpus 208
100-Million-Item Corpus 210
500 Million Documents 211
The Impact of Virtualization 211
Tuning Search Performance 211
Health Monitoring 212
Performance Monitoring 212
Improving Crawl Performance 213
Improving Query Performance 213
Summary 214
CHAPTER 7: WEB CONTENT MANAGEMENT 215
WCM Overview 215
Improvements in 2010 216
Authoring 216
AJAX 216
Accessibility 216
Markup Standards 217
Content Query Web Part 217
Cross-browser Support 217
Rich Media 217
Metadata 217
Spectrum of WCM in 2010 218
The SharePoint Server Publishing Infrastructure 218
Templates 218
Features 219
Security 221
Approve Permission Level 221
Manage Hierarchy Permission Level 222
Restricted Read Permission Level 222
Groups 222
Content Types 223
“Content” Content Types 223
Infrastructural Content Types 224
Site Content 225
The Anatomy of a Page 226
Master Pages 226
Page Layouts 227
An Exercise with Taxonomy and Layouts 227
Metadata 232
Content Query Web Part 233
Web Part Options 233
Query Options 233
Presentation 234
The Content Authoring Process 235
Authoring Web Content 235
Using the Content Organizer 238
Content Deployment 238
Workflow 239
Enterprise Wikis 239
Other Major Considerations 240
Branding 240
Navigation and Search 240
Targeting Global Users 241
Reporting and Analytics 241
Summary 242
CHAPTER 8: RECORDS MANAGEMENT 243
What Is Records Management? 244
Why Records Management Is Important 244
Microsoft SharePoint as a Records Management System 245
Records Management Planning 245
Identifying Roles 245
Analyzing Content 246
Developing a File Plan 247
Designing a Solution 247
Compliance and SharePoint 248
Managing Records 249
Recordization 250
In-Place Records Management 250
Records Center 253
Content Organizer 255
Workflow in Recordization 258
Programming Model for Recordization 259
Information Management Policy 263
Confi guring Information Management Policy 263
Exporting and Importing Policy Settings 266
Programming Model for Information Management Policy 267
Retention 267
Creating Retention Schedules 267
Programmatically Creating Retention Schedules 268
Auditing 270
Configuring Auditing 270
Reporting 271
Audit Reports 271
File Plan Report 272
eDiscovery 272
Summary 273
CHAPTER 9: DIGITAL ASSET MANAGEMENT 275
SharePoint Server 2010 Digital Asset Management Components 276
The Asset Library 276
Digital Asset Columns 276
Digital Asset Content Types 277
Media and Image Web Parts 278
Media Web Part and Field Control 278
Picture Library Slideshow Web Part 280
Image Viewer Web Part and Field Control 280
Content Query Web Part 280
Digital Asset Management Solution Scenarios 280
Marketing and Brand Management 281
Media Development Project 282
Online Training Center 283
Audio or Video Podcasting 284
Media Resource Library 284
Taxonomy Considerations 284
Storage Considerations 285
Managing Content Database Size 285
Remote BLOB Storage 286
Maximum Upload Size 286
Performance Optimization 287
BLOB Caching 287
Bit Rate Throttling 289
Summary 292
CHAPTER 10: DOCUMENT IMAGING 293
What Is Document Imaging? 294
SharePoint as a Document Imaging Platform 295
Setting Up the Scenario 295
Solution Data Flow Diagram 295
Model-View-ViewModel Primer 296
Creating a Simple WPF Capture Application 298
Architecture and Design 299
Implementation 299
Building the MVVM Infrastructure 299
Building the Target Dialog 300
Building the Main Window 301
Deployment 322
Creating a Simple Silverlight Viewer Web Part 322
Architecture and Design 323
Implementation 323
Building the Image Loader 323
Building the Imaging Web Service 324
Building the Imaging HTTP Handler 325
Building the Viewer Web Part 325
Making the Application Accessible from
JavaScript 326
Deployment 327
Deploying the Imaging Services 327
Deploying the Viewer Application as a Web Part 327
Setting Up the SharePoint Infrastructure 338
Confi guring SharePoint Search 338
Creating the SharePoint Content Type 339
Creating the SharePoint Document Library 340
Creating the SharePoint Web Part Page 340
Setting Up the SharePoint Web Part Page 341
Customizing the Advanced Search Box Web Part 341
Customizing the Search Core Results Web Part 343
The Solution from End to End 355
Summary 355
CHAPTER 11: ELECTRONIC FORMS WITH INFOPATH 357
Electronic Forms Overview 357
Is It a Form or an Application? 358
InfoPath Overview 358
What’s New in 2010 360
More InfoPath Fundamentals 360
Forms Services 360
Deploying Forms 361
Templates and Form Data 362
Rules 364
External Data 368
Custom Code 370
Publishing 371
Determining a Forms Strategy 372
Creating a Custom Form: An Exercise 374
Form Data and Layout 374
Form Rules 376
Form Submission 376
Publishing the Form 379
Summary 380
CHAPTER 12: SCALABLE ECM ARCHITECTURE 381
Storage Architecture, the Key to Performance 381
Performance Pitfalls 382
Too Few Disks in the Array 382
Shared SAN vs. DAS vs. NAS 383
Content Storage Size Factors 384
Database Storage and Capacity Planning 385
SQL Server Supporting Concepts 386
TempDB 390
Log Files 392
Crawl Databases 393
Content Databases 395
Property Databases 396
Service Application Databases 397
Management Databases 400
Prioritizing Disk I/O 400
Index Partition Storage 401
Storage Tuning and Optimization 401
Storage Performance Monitoring 401
Database Data File Management 402
Remote BLOB Storage 403
When to Implement an RBS Solution 405
RBS Provider Options 406
Backup and Restore Considerations 407
SQL Server Licensing Considerations 407
SharePoint 2010 Scalable Topology Design 408
Knowing the Users, the Corpus, and the Processes 408
Farm Size Defi nitions 409
The Case for Additional Web Servers 412
The Case for Additional Application Servers 412
The Case for Additional SQL Servers 412
Scalable Taxonomy Factors 413
Content Organization and Scalable Taxonomy 414
An Exercise in Scalable Taxonomy Design 415
Content Database Size Supported Limits 416
Performance and Resource Throttling 417
Summary 418
PART III: SHAREPOINT ECM SUPPORT CONCEPTS
CHAPTER 13: ECM FILE FORMATS 421
It’s Alive — Your Document, That Is 422
Microsoft Office Formats 422
Microsoft Office Binary 422
Office Open XML 423
Viewing and Editing Microsoft Office
Formats with Offi ce Web Apps 425
Word Automation Services 428
Open Document Format 437
Archive Formats 437
TIFF 438
OCR and iFilters 438
Markup 442
Development 442
PDF 442
OCR and iFilters 442
Markup 443
Development 443
Viewing and Editing 443
Living Document Conversion 444
PDF/A 444
Standardization 445
OCR and iFilters 445
Creating, Viewing, and Editing 446
XPS (Open XML Paper Specification) 446
OCR and iFilters 447
Markup 449
Development 449
Summary 450
CHAPTER 14: THE SHAREPOINT ECM ECOSYSTEM 451
The Microsoft Partner Ecosystem 451
Becoming a Partner 452
ISV/Software Competency 452
The SharePoint Ecosystem 453
Technical Community 453
ISV Solutions 454
ABBYY 455
AvePoint 458
GimmalSoft 460
KnowledgeLake 462
Nintex 465
Summary 467
CHAPTER 15: GUIDANCE FOR SUCCESSFUL ECM PROJECTS 469
Migrating to SharePoint 2010 470
Identifying Content for Migration 470
Extracting Content from the Source System 470
File Shares 470
Internally Developed Document Management Solutions 471
Other Legacy Document Management Solutions 472
Preparing Content for Importing 472
Setting the Content Type 472
Metadata Merge 472
Controlling the Import Process 473
General Metadata Cleanup 473
Importing Content into SharePoint 473
Protocols for Importing Content 474
Web Services 474
SharePoint Server Object Model 477
FrontPage Remote Procedure Calls (FPRPC) 479
Protocols for Updating SharePoint Content 480
SharePoint Server Object Model 480
SharePoint Client Object Model 483
Mapping Legacy ECM Features to SharePoint Solutions 486
Document Versions 487
Metadata-based Security 487
Document Protection and Rights Management 488
Annotations and Redaction 488
Search 488
Scanning and Indexing 488
Records Retention and Disposition 489
Workfl ow 489
Avoiding the Pitfalls 489
Capacity Planning 489
Illegal Characters in Metadata 489
Missing Required Data 490
Content Database Transaction Log Growth 490
Managing Upload File Size Restrictions 490
Upgrading a SharePoint ECM Farm to SharePoint 2010 491
Know Your Farm 491
SharePoint Portal Server 2003 and WSS v2.0 491
Microsoft Office SharePoint Server 2007 and WSS v3.0 492
Imaging or Archive-Only Farm with No Customization 492
Collaboration Farm with Customizations 492
Collaboration Farm with Large Imaging or Archive Site Collections 492
Summary 493
INDEX 495
